Voluntary Medical Leave of Absence Standard Operating Procedure

Steps for Requesting a Voluntary Medical Leave of Absence

1. Meet with the Dean of Students to discuss the situation surrounding a potential voluntary medical leave of absence. The Dean of Students will guide the student through leave options available, the voluntary medical leave of absence process, and required documentation to request a leave.
2. Complete the Request for Voluntary Medical Leave of Absence Form. As part of this form, the student will need to explain the reason for requesting a voluntary leave of absence and their requested length of time for the leave.
3. Provide supporting documentation from a licensed healthcare provider(s) who is qualified regarding the student's physical or mental health condition and, if applicable, will be responsible for the student's treatment during the voluntary medical leave of absence. The provider(s) must provide a recommendation on an offical letterhead supporting the student's request for leave and subsequent return.
4. Complete a Student Records Release Authorization that will allow University staff to contact the student's healthcare provider(s) to obtain additional documentation, if needed, fully assess the student's voluntary medical leave of absence request, and to facilitate discussion with the student's healthcare provider.

Determination of Voluntary Medical Leave of Absence

The Dean of Students will provide the student written notification of a decision relative to the student's request for a voluntary medical leave of absence. Students may appeal the decision of the Dean of Students using the Appeals Process set forth below.

The Dean of Students will make all reasonable efforts to ensure that determinations are communicated within two (2) weeks of receipt of all forms and documentation required; however, there may be circumstances in which the determinations take longer. In such circumstances, the Dean of Students will notify the student in writing of the reason(s) for the delay and the date they expect to render a decision.

If approved for a voluntary medical leave of absence, the student will be withdrawn from their courses in accordance with AHU's Drop/Withdrawal Policy and the appropriate University departments will be notified of the student's change in enrollment status. In certain cases, an incomplete grade may be granted, depending on course content and the date of the medical leave.

Requesting Reinstatement After a Voluntary Medical Leave of Absence

In order to be eligible for reinstatement from a voluntary medical leave of absence, the student must demonstrate that they worked with the appropriate healthcare provider(s) for the duration of the leave and that the student successfully addressed the condition(s) for which they received a voluntary medical leave of absence. Requests for reinstatement must be made at least 30 calendar days prior to the start of the trimester in which the student wishes to return. Additionally, the student will need to complete the following steps to request reinstatement:

1. Complete the Request for Reinstatement from Medical Leave Form. As part of this form, the student will be asked to reflect on the circumstances leading to the voluntary medical leave of absence, how those factors were addressed, and the specific strategies that will be employed to help mitigate any issues that may have impacted their academic performance.
2. Provide a written recommendation from each of the student's treating healthcare provider(s) during the student's voluntary medical leave of absence period. The written recommendation must include specific notation from the healthcare provider(s) that the student is ready to resume academic coursework and/or reinstatement to University Housing (if applicable). The provider(s) should outline this recommendation for reinstatement and the continuing medical interventions necessary for the student to maintain their success in addressing the condition.
3. The student will need to complete a Student Records Release Authorization that allows the Dean of Students to speak with the healthcare provider(s) about the student's reinstatement, and for the Dean to discuss the student's request for reinstatement with the necessary parties within the University. All documentation must be sent to the Dean of Students, either via email to Joshua.Garrido@ahu.edu, or sent via USPS to his attention at Josh Garrido, Student Affairs, 671 Winyah Dr., Orlando, FL 32803.
4. Meet with the Dean of Students to discuss the documentation provided by the student. the Dean of Students will help determine the students' readiness to return to campus and review available resources that can aid in the student's success. In some cases, the student may be asked to meet with additional University personnel to confirm their readiness to be reinstated.

Determination of Reinstatement

The University will make all reasonable efforts to issue a determination on a request for reinstatement within two (2) weeks of the student’s submission of all required documentation. There may be times, however, where the Dean of Students cannot gather and consider all necessary information within the four-week timeframe. In such instances, the Dean of Students will notify the student in writing to explain the cause(s) of the delay.

The Dean of Students, with input from relevant University personnel, will review the student’s request for reinstatement to determine on an individualized, case-by-case basis whether the student’s request for reinstatement at that time shall be granted or denied by taking into consideration all the relevant factors and information presented. The Dean of Students will notify the student in writing of the reinstatement determination, and if approved, whether any conditions for continued attendance will apply.

If the student’s request is denied, the Dean of Student’s decision will detail when and if the University will consider a subsequent request for reinstatement.

Steps Following Reinstatement

Students who have been approved for reinstatement from voluntary medical leave of absence will be eligible to register for classes once they receive offical notification of reinstatement from the Dean of Students. Once reinstatement is approved, the student will be required to meet with their academic program, faculty advisor, and/or student experience manager for assistance with registering for classes.

Students who would like to live in University Housing upon their return from medical leave must request this by contacting University Housing directly. Students are encouraged to do so as early as possible. Students do not need to wait for approval of their reinstatement to request housing; however, housing will only be assigned after a student is granted reinstatement.

Students in need of financial aid must contact the Office of Financial Aid directly.

Appeal Process

If the student disagrees with the decision of the Dean of Students relative to their request for a voluntary medical leave of absence or reinstatement, they may write a letter of appeal to the Provost within five (5) business days of receiving the notification from the Dean of Students. The appeal letter must describe circumstances surrounding the situation and specifically state the reason(s) why the student believes the decision regarding their medical leave of absence or reinstatement request was not approved. If the deadline passes without an appeal being filed, the Dean of Students’ decision is final.

If an appeal is timely filed, the Provost will review the appeal and the Dean of Students’ report. The student will be notified of the decision within five (5) business days of the Provost receiving the letter of appeal. The decision of the Provost is final.